David Farrell, Melissa Kinkley, Chris Alexander and I I gave this presentation at the Museum Computer Network\'s conference in DC in the fall of 2008. Significant challenges face smaller museums working with new technologies; beyond the cost barrier, these include gaining institutional buy-in, effectively managing workflows, properly informing and training staff, and overcoming staff-time and expertise limitations. Panelists from several small and medium-sized museums did present innovative technology planning and implementation strategies generated within their institutions. Whether forming collaborative staff teams, using open-source software solutions, or beginning to explore free and existing Web 2.0 applications, learn how smaller museums are helping to re-define best practices in the field.

1. Technologies in
“Small” Museums
Common Problems/Innovative Solutions
Museum Computer Network Annual Conference, November 13, 2008

2. Moderator
David Farrell, Collections Coordinator, Peel Heritage Complex
david.farrell@peelregion.ca
Melissa Holbert Kinkley, Manager of New Media & Family Interpretation,
Smart Museum of Art, University of Chicago
mhk@uchicago.edu
Aurelie Henry, Special Projects Coordinator, National Postal Museum
HenryA@si.edu
Chris Alexander, Manager of Interactive Technology,
San Jose Museum of Art
calexander@sjmusart.org
Panelists

3. Definition of a “small” museum:
◦ The three example highlighted here may be
considered on the larger end.
◦ Themes are common to even some “micro”
museums.
Introduction – David Farrell

4. Themes:
• Technology being used to support mission and
better deliver programming.
• All these examples use widely available
applications.
• The impetus came from staff or individual
administrators.
Introduction – David Farrell

5. The Smart as “small museum”:
university museum with 11,000 objects
from all periods of art, but with
concentrated holdings of mid-century
modern, contemporary, and East Asian art
about 20 full-time staff;
none dedicated to IT
located 6 miles south of downtown
Chicago, in close proximity to many of the
city’s largest museums
Melissa Kinkley,
Smart Museum of Art, University of Chicago

6. A few recent/ongoing technology projects:
project specific websites
TMS/eMuseum collections database
cell phone audio interpretation research
Melissa Kinkley,
Smart Museum of Art, University of Chicago

7. Even when . . .
a new technology is within mission and budget,
do staff and board members embrace it?
institutional support is high, who is accountable
for project management?
Challenge:
acceptance and accountability

8. Tech Team Actions:
Research best practices in nonprofit use of information
technologies and recommend solutions
Establish and maintain relationships and Service Level
Agreements (SLAs) with third party technology vendors
Provide leadership support to Museum staff regarding
technology issues
Solution:
interdepartmental technology team

9. Basecamp Online
Project Manager
www.basecamphq.com
Solution:
interdepartmental technology team

10. Issues addressed: Results:
Inconsistent plan or agreement for SLA negotiated to meet individual users
•
desktop leasing and support and needs; reduced cost of leasing by 25%; MS
calendaring Outlook integrated calendaring
and unclear support for
•Inconsistent SLA negotiated to provide full, clear,
TMS database and database maintenance and
hosting
of communication between
•Lack RFP for combined main website re-
depts/missed opportunities design and eMuseum customization
Technology now a recognized
of tech project visibility at high
•Lack
priority in upcoming strategic planning
level decision-making
and interpretive strategy creation.
Solution:
interdepartmental technology team

11. The National Postal Museums as “small museum”:
Presents the history of the
nation’s mail service and the
largest collection of stamps in
the world
about 40 full-time staff
2 websites
Located a couple blocks from the
Capitol, the Newseum, the
National Building Museum and
the National Mall
Aurélie Henry,
National Postal Museum, Smithsonian Institution

12. Ongoing project:
Arago
Public accessible online
database of NPM’s collections.
User-compatible front-end,
TMS compatible back-end.
Development team:
Interdepartmental team
(curatorial, exhibits,
educators, collections…)
Project manager
Maintenance team:
3 full time positions with clear
responsibilities and
assignments
Aurélie Henry,
National Postal Museum, Smithsonian Institution

13. Ongoing project:
The Ford Education Center
5 computer kiosks on
museum floor to reinforce
museum visit and promote
our online assets.
Development team:
A junior educator as project
manager
Interdepartmental team
(curatorial, exhibits,
educators, collections…)
Maintenance team:
None
Aurélie Henry,
National Postal Museum, Smithsonian Institution

14. How can you take the lead on
a technology project?
Challenge:
Authority

15. Common sense:
Be professional
Reach out
Start small
Solution:
Be the best project manager you can be

16. Good practices
Track and documenting everything
Communicate
Spiral Project Planning
Solution:
Be the best project manager you can be

17. Evaluate Design
Test Build
Spiral Project Planning
Solution:
Be the best project manager you can be

18. Avoid classic mistakes
Failure to accurately estimate time and
resources
Failure to ensure that roles-and-
responsibilities are adequately defined
and distributed
Solution:
Be the best project manager you can be

19. How to lead without any real technology
background?
Learn how to let go
Have a team you can trust
Solution:
Be the best project manager you can be

20. Celebrate and document your success!
Solution:
Be the best project manager you can be

21. Staff of 30-40 (more mid-
size)
Staff of one for technology
Young technology
initiatives (only 2 years)
Everything done in-house
with no 3rd party
involvement
Challenge: Distributing content with one person
Solution: Using affordable technology and smart production workflows to
repurpose content on web 2.0 platforms
Chris Alexander,
San Jose Museum of Art

22. Chris’s website: www.chris-alexander.com

23. How many of you here feel like you work in a “small” museum?
In your own experience, how prevalent is early adoption of appropriate
technologies in your institution?
How can we best share our successes?
Questions for audience
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